The event planning checklist

Ordered by when each task must happen — because event planning failures are almost always sequencing failures: the licence discovered late, the on-sale after the poster, the staffing rota written at midnight. Adjust the horizon to your scale (festivals: read months for weeks).

T-12 to 8 weeks: foundations

• Concept, date (clash-check the scene), budget v1 with 10% contingency (template).
• Venue contracted — capacity, curfew, what's included, cancellation terms in writing.
• Licences mapped: venue's existing licence covers you, or TEN (apply ≥10 working days, realistically a month), or bigger.
• PLI arranged if the venue demands it (~£60–£200 small events).
• Ticketing platform chosen — fee structure at your prices (calculator), payout timing, refund/transfer tooling.
• Acts/talent booked, fees and tech needs in writing.

T-8 to 4: sale and story

• Event page live with total pricing, access info, refund policy (copy guide).
• On-sale: list presale first, then public with early-bird mechanics.
• Marketing rhythm running (plan); partner/collab assets delivered.
• Suppliers confirmed: production, catering, security ratios if applicable.

T-4 to 1: convergence

• Weekly sales-vs-target check; final-week push planned (that's where half the sales are).
• Staff rota + briefing doc: roles, timings, the duplicate-scan protocol, incident contacts.
• Catering/bar numbers locked at T-14; access requirements collated from attendees.
• Run of show written: doors, sets, changeovers, curfew — one page, everyone has it.

Week of: ops mode

• T-24h attendee email: times, travel, entry, set times tease (cuts no-shows).
• Scanners: devices charged, offline sync tested, lanes planned (door ops).
• Cash float, card backup, first-aid kit location, licence paperwork on site.
• Walkthrough at get-in: signage, access route, toilets, fire exits actually unlocked.

The 48 hours after

• Thank-you email with photos + next-event capture while goodwill peaks.
• Reconcile: final P&L against budget v1; fee line noted for next time.
• Debrief while it's raw: three keeps, three fixes. Book the next date — momentum is a scheduling decision.